Secretary cum Receptionist
Sama Tabrizi Dentistry
مجموع سنوات الخبرة :3 years, 1 أشهر
• Dealing with calls from patients and calling them if appropriate.
• Writing to them where necessary to chase payment or sending out reminders that they need to be seen for routine check-ups or further dental treatment.
• Using a diary/computerized diary system to book, switch and cancel appointments.
• General administration tasks, such as photocopying, scanning, fax, printing and sorting/filing/sending forms.
• Sending approvals for Daman and Thiqa insurance for surgical treatments.
• Handling payment from patients (cash, cards and cheques).
• Perform data entry and scan documents
• Provide general administrative and clerical support including mailing, faxing and copying to management.
• Maintain electronic and hard copy filing system
• Open, sort and distribute incoming correspondence
• Manage calendar for Managing Director
• Assist in resolving any administrative problems
• Responsible for secretarial activities.
• Prepare correspondences and submittals
• Answer calls from the suppliers regarding their inquiries.
• Prepare and modify documents including correspondence, reports, drafts, memos and emails.
• Arrange and apply insurance for company staff and workers.
• Apply for an online visa at EDNRD and GDFRA.
• Schedule and coordinate meetings, appointments and travel arrangements for Managers.
• Maintain office supplies for department.
o Responsible for office management, document controller & secretarial activities.
o Received and Distribution of correspondence / submittals received via ACONEX from Client, Consultant & Contractor.
o Keep track of all the documents, correspondences and transactions. Monitor and update any changes/ modifications of the technical documents. Ensure that all submissions are submitted in timely manner. Appropriate approval / rejected and any changes / revisions are obtained and formally recorded. Maintain and update all document registers & filling.
o Prepare correspondences and submittals.
o Performs tasks (uploading, mange, store, track, search, archive, version control and report on all submittals, documents and mails using ACONEX as an online Documents Management System.
o Performs other administrative task and coordinates with Project Director and Engineers of the whole Project.
o Receiving Incoming correspondence / transmittals / email and updating the log
o Renaming Files on the server
o Organize entire documents non-confidential and confidential and keep up to date
o Receiving and dispatching incoming and outgoing courier service.
o Handle Telephone calls and relay messages
o Visitor Management
o Marketing, Purchasing Department & Suppliers
o Arranging and Maintaining Office neatly & cleanly
o Ensure filing (Projects Documents, Quotations, LPO, Circular, Material Request, Delivery Note and ISO Documents)
o Customer Coordination / Assist Sales Staff
o Material Delivery Coordination for the Distribution / Project Sales
o Coordinate with the HR Coordinator related to HR Processing & Documentation
o Send documents / report of daily attendance, weekly attendance, daily absence report & late attendance.
o Coordinate staff transfer, joining, termination/resignation.
o Invoice preparation and document collection and send to the Customers
o Petty Cash Management
o Handling / Depositing Cash and Cheque received from the Clients/Customer to the Bank
o Material Arrangement and Delivery Coordination support
o Supervise for the vehicle.
o Perform daily secretarial and admin/hr function
o Calling the applicants to be scheduled for their interview and exams
o Inputting or encoding important data in the computer
o Making sure that customers are always welcome with outmost warmth and attention
o Maintaining the cleanliness of the area
o Operates copier, fax machine, printer and scanner
o Setting and maintaining service standards
o Organizing and hosting presentations and customer visits
o Assisting with promotional activities
o Helping to organize market research
o Updates competitor database by inputting data from field sales; compiling, consolidating, formatting, and summarizing information, graphs, and presentations;
o Prepares mailers and brochures by formatting content and graphics; arranging printing and internet packages.
o Maintains/assisting marketing library by checking and replenishing inventory.
o Provides marketing tracking and research information by collecting, analyzing, and summarizing data and trends.
o Accomplishes marketing and organization mission by completing related results as needed.
o Deliver prepared sales talks, reading from scripts that describe products or services, in order to persuade potential customers to purchase a product or service or to make a donation.
o Contact businesses or private individuals by telephone in order to solicit sales for goods or services, or to request donations for charitable causes.
o Explain products or services and prices, and answer questions from customers.
o Obtain customer information such as name, address, and payment method, and enter orders into computers.
o Record names, addresses, purchases, and reactions of prospects contacted (Encoding).
o Adjust sales scripts to better target the needs and interests of specific individuals.
o Strictly comply and perform very well in its tasks that are in accordance to its company policies and procedures.
o Give an accurate and even complete data that is necessary to the needs of the company.
o Knowledgeable in its work area and work load in delivering the best service to the company they belong.
o Provide assistance to one’s superior by encoding the right information or data needed.
o Encode the necessary data give a complete, accurate and organized manner that is important to the needs of the company or any entity.
o Report and provide accurate data to one’s superior.
o Operates copier, fax machine, printer and scanner
o Perform daily secretarial and admin/hr function
o Filing, sorting and keeping all the important files
o Implement and maintain office system
o Prepares reports required by the Management
o Organized Company’s special occasions and events